The Production folder is a system-generated, top-level folder, under which you will create subfolders for your individual production. You can specify production settings in the tabbed area in the folder dialog box at any time prior to running the production.
After the production folders are set up, users can use the add, move, and copy-to-folder options in Review mode or the tagging window to place documents in the production folder. As an administrator, you can search within the folder and quickly see all the documents in the folder to verify that the correct ones are in the production.
You can add documents to a production any time until the production is locked and produced. Adding documents to a production after the production is produced
Before you begin: You must have the permission “Allow production folder management” to set production folders.
After setup: Once you have setup your folders and you are ready to run a production, or perform a production export, refer to the Clearwell E-Discovery Enterprise Platform Export and Production Guide.
To set up production folders:
1. In the Case Management tab, click Case to select a case in which you want to create folders.
2. From the Cases tab, within the selected case, click Folders.
3. To add a new production folder: A. Select the Productions folder.
C. Specify the following information: Table 4-17 Production Folder Settings
Field Description
Name Specify a name to identify the production. Description Specify an optional description.
Date Produced This field is system generated and indicates the date that the production was produced. The field is blank if the production has not been produced.
Status This field is system generated and indicates the current status of the production set.
General Tab
Production Type Specify whether to produce all documents as image files, in their native format, or a combination of images and native files depending on the file type.
Embedded Objects Choose whether to produce embedded objects separately. Number of Retries Allows you to configure the number of times to retry producing an
item that has timed out. The system retries the production the specified number of times before generating a slipsheet. You can use the default value of 0 if you are running a small production to quickly validate how the production options will appear.
Redactions Tab
Redaction Set Specify the redaction set to use for the production. Refer to “Setting Up Redaction Sets” on page 90.
Print the following
text on the slip sheet Documents with full-page redactions print a slipsheet. The slipsheet contains the text provided in this field. Sort Options
Sort Production by Choose whether to sort the productions by custodian, sent/ modified date, or document ID.
Numbering Tab
D. Click OK to add the new folder.
Starting number Specify the starting number for the numbered list of documents. Note: Clearwell will ensure that the same production number (combination of prefix and number) is not used multiple times on the same case. If the number you specify is below the minimum allowed number for that prefix, Clearwell will display the next valid number. Suffix Specify a suffix for the numbered list with a delimiter, if desired. Sample Shows the specified format. The sample is updated as you add
numbering criteria. For example, the sample ITEM-0000012-001
shows the prefix ITEM-, numbering that includes 7 digits starting with the number 12, and a suffix of -001.
Header/Footer Tab
Header Choose the information to present for the left, center, and right headers (the same options are available for the footer). You can select from the following items:
•None (no entry) •Custodian •Production number •Date produced •Document ID •Free text •Filename •Page number •Page X of Y •Tag
When you select Tag, a pop-up window opens, allowing you to specify the tag to display in the header or footer and the text that is shown. The text can be the name of the tag or a custom name that you enter.
Footer Choose the information to present for the left, center, and right footers.
Font Size Select the font size for the header and footer text. If you include a watermark, it will be autosized to fit across the page.
Production Tab When production is complete, information about the production is displayed in this tab. Table 4-17 Production Folder Settings (Continued)
Run a Production on a Productions Folder
When you are ready to run a production job, select the Productions folder and click Select Folder. From the main Search & Review page, click the drop-down menu and select Productions, then click Go.
E. Selecting and Running a Productions Folder
Managing Reviews
You can view and manage reviews from either Case Management or Search & Analysis. While reviewers work on a review set, it does not prohibit others from searching on, viewing, or tagging the documents in the folder.
To view and manage review sets (from Search & Analysis):
1. From the Search & Analysis tab, click the drop-down menu showing “All Documents” (by default).
The folder management pop-up window appears, with a table below showing the folder hierarchy.
Note that as reviewers begin their review set, they can click the Status circle to let others know the current state and who is working on a particular batch.
2. Select from All Documents, Any Folder, or No Folder for review.
3. Click the + next to any folder (those containing subfolders) to view its contents. As you click through various levels of the folder hierarchy, breadcrumb navigation appears above the list of folders to indicate your current folder location. To return to this home screen, click the arrow icon.
4. To begin reviewing the documents in a folder, reviewers click the circle under “State”. (A red circle indicates that the folder is being reviewed.) Alternatively, click to open the action menu, then select Begin Review.
The reviewer’s name appears in the “Review” column. (You may need to refresh your screen to see the red dot appear.) You can also rollover the State icon to view a tooltip message describing the current status.
Edit a Review Set To edit or delete folders:
1. From the Search & Analysis tab, click the drop-down menu showing “All Documents” (by default).
2. Click to navigate to, or select the review set that you want to stop or complete reviewing. 3. Click next to the folder you want to edit (change the name or description), then from
the Action menu select Edit.
4. On the Edit Folder window, change the name of the folder and/or description. 5. Click OK.